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HomeMy WebLinkAboutContracts & Agreements_143-2023EA-7.2 (12.8.21) AGREEMENT FOR THE PROVISION OF PROFESSIONAL ENVIRONMENTAL CONSULTING SERVICES FOR A PRIVATE PROJECT This agreement for professional environmental consulting services ("Agreement") is made and entered into this Ist day of August, 2023 ( "Effective Date"), by and between the City of Redlands, a municipal corporation ("City") and Environment Planning Development Solutions, Inc.,("Consultant"), who are sometimes individually referred to herein as a "Party" and, together, as the "Parties." In consideration of the mutual promises contained herein, City and Consultant agree as follows: ARTICLE 1— ENGAGEMENT OF CONSULTANT 1.1 City hereby engages Consultant to provide professional environmental consulting services for City (the "Services"). 1.2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services. ARTICLE 2 — SERVICES OF CONSULTANT 2.1 The Services that Consultant shall perform are more particularly described in Exhibit "A," titled "Scope of Services," including a project schedule, which is attached hereto and incorporated herein by reference. 2.2 Consultant shall comply with applicable federal, state and local laws and regulations in the performance of this Agreement including, but not limited to, State prevailing wage laws. ARTICLE 3 — RESPONSIBILITIES OF CITY 3.1 City shall make available to Consultant information in its possession that may assist Consultant in performing the Services. 3.2 City designates Brian Desatnik, City's Development Services Director, and his designees, as City's representatives with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City's policies and decisions with respect to performance of the Services. ARTICLE 4 — PERFORMANCE OF SERVICES 4.1 Consultant shall perform and complete the Services in accordance with the project schedule. The Services shall commence on the Effective Date of this Agreement and be completed on or before December 31, 2023. L emo\AgreementsTnvironmental Planning Development Solutions, Inc FY22-0213.dm jm EA-7.2 (12.8.21) 4.2 If Consultant's Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to the City, consistent with City Council adopted policy for the same. It shall be the obligation of Consultant to obtain a copy of such policy from City staff. ARTICLE 5 — PAYMENTS TO CONSULTANT 5.1 The total compensation for Consultant's performance of the Services shall not exceed the amount seven thousand six hundred fifty dollars ($7,650). City shall pay Consultant on a time and materials basis, up to the not to exceed amount, in accordance with Exhibit "B," titled "Project Costs and Hourly Rates," which is attached hereto and incorporated herein by this reference. 5.2 Consultant shall submit an invoice to City describing the Services performed, the dates the Services were performed, and the number of hours spent and by whom, upon completion of the Services. City shall pay Consultant no later than thirty (30) days after receipt and approval by City of Consultant's invoice. 5.3 Any notice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date of delivery in person; (ii) five (5) days after deposit in first class certified, registered or express mail, with return receipt requested; (iii) on the actual delivery date if deposited with an overnight courier; or (iv) on the date sent by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accordance with this section: City: Brian Desatnik, Director Development Service Department 35 Cajon Street, Ste. 20 P.O. Box 3005 (mailing) Redlands, CA 92373 bdesatnik@cityofredlands.org (909) 798-7555 Consultant: Jeremy Krum, President/CEO Environment Planning Development Solutions, Inc. 2 Park Plaza, Suite 1120 Irvine, CA 92614 jeremy@epdsolutions.com (949) 794-1181 ARTICLE 6 — INSURANCE AND INDEMNIFICATION 6.1 The following insurance coverage required by this Agreement shall be maintained by Consultant for the duration of its performance of the Services. Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant. Consultant shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Insurance policies I:\cmoWgteemems\Environmental Planning Development Solutions, Inc. FY22-0213.doc-jm EA-7.2 (12.821) shall include a provision prohibiting cancellation or modification of the policy except upon thirty (30) days prior written notice to City. A. Workers' Compensation and Employer's Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self -insured or exempt from the workers' compensation laws of the State of California. Consultant shall execute and provide City with Exhibit "C" titled "Workers' Compensation Insurance Certification," which is attached hereto and incorporated herein by this reference prior to performance of the Services. B. Comprehensive General Liability insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate, for public liability, property damage and personal injury is required. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City. C. Business Auto Liability coverage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit bodily injury liability and property damage liability. This coverage shall include all Consultant owned vehicles used in connection with Consultant's provision of the Services, hired and non -owned vehicles, and employee non -ownership vehicles. City shall be named as an additional insured and such insurance shall be primary and non-contributing to any insurance or self-insurance maintained by City. D. Consultant is expressly prohibited from assigning or subcontracting any of the Services without the prior written consent of City. In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee or subcontractor as an additional insured to the insurance policies required hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor. E. Professional Liability insurance, when applicable, in the amount of one million dollars ($1,000,000) per claims made and two million dollars ($2,000,000) aggregate shall be in force with an insurance carrier acceptable to the City. 6.2 Consultant shall defend, indemnify and hold harmless City and its elected officials, employees and agents from and against any and all claims, losses or liability, including attorneys' fees, arising from injury or death to persons or damage to property occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agents in performing the Services. ARTICLE 7 — CONFLICTS OF INTEREST 7.1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or I:\cmo\Agreements\Envlronmantal Planning Development Sohifioos, 1no FY22-0213,doc jm EA-7.2 (12.8.21) degree by the performance of Consultant's Services. Consultant further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement. 7.2 Consultant agrees it is not a designated employee within the meaning of the Political Reform Act because Consultant: A. Does not make a governmental decision whether to: (i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; (v) grant City approval to a plan, design, report, study or similar item; (vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof. B. Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position specified in City's Conflict of Interest Code render Government Code section 87302. 7.3 In the event City determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk's office pursuant to the written instructions provided by the City Clerk. ARTICLE 8 — GENERAL CONSIDERATIONS 8.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing Party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the use of in-house counsel by a Party. 8.2 Consultant shall not assign any of the Services, except with the prior written approval of City and in strict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, results in City's immediate termination of this Agreement. 8.3 Consultant is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor its agents shall have control over the conduct of Consultant or Consultant's employees, except as herein set forth. Consultant shall supply all necessary tools and instrumentalities required to I:\cmo\Agreements\Environmental Planning Development Solutions, 1n&Y22-0213.doc jm EA-7.2 (12.8.21) perform the Services. Assigned personnel employed by Consultant are for its account only, and in no event shall Consultant or personnel retained by it be deemed to have been employed by City or engaged by City for the account of, or on behalf of City. Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation. 8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less than five (5) days prior written notice to Consultant of City's intent to terminate. If this Agreement is terminated by City, an adjustment to Consultant's compensation shall be made, but (1) no amount shall be allowed for anticipated profit or unperformed Services, and (2) any payment due Consultant at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant. Upon receipt of a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five (5) days of the date of the termination notice, deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable) of project related data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services. Consultant shall be compensated on a pro-rata basis for Services completed up to the date of termination. 8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Consultant. 8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein, any amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant. 8.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California. 8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement. SIGNATURES ON NEXT PAGE IAcmo\Agmements\Enviromnental Planning Development Solutions, Ina FY22-0211doc jm EA-7.2 (12.8.21) IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement. CITY OF REDLANDS Charles M. Duggan, Jr., City Manager ATTEST: J e Donaldson, City Clerk ENVIROMENT PLANNING DEVELOPMENT SOLUTIONS, C. Jemout,Pre dent/CEO B ma\AgreementsTaviromnental Planning Development Solutions, Inc. FY22-0213.doc jm EXHIBIT "A" SCOPE OF SERVICES SCOPE OF WORK 1. CEQA Exemption EA-7.2 (12.8.21) Prior to the initiation of the environmental clearance document, EPD will develop a detailed project description. The project description is a critical first step in the CEQA compliance process. With the background information obtained during project kickoff, we will prepare a project description providing adequate information to allow for an efficient and well -supported analysis of all environmental issue areas to be discussed in the document. As mentioned previously, the project appears to be exempt from CEQA pursuant to California Code of Regulations Section 15301 (Class 1 Exemption — Existing Facilities). An administrative draft of the Notice of Exemption (NOE) and supporting memorandum will be provided for review and comment. The memorandum will demonstrate that the project would not result in any conditions specified under §15300.2, which could disqualify the project for exemption status. Comments provided by the City will be used to update the draft; the revised draft will then be resubmitted to the City. One round of City review and comments of the CEQA Exemption is assumed. 2. Planning Commission & City Council Hearings EPD will attend two virtual public hearings, one before the Planning Commission and one before the City Council hearing upon request by the City. This task does not include written response to substantial public comment. 3. Notice of Exemption (NOE) EPD will prepare the NOE for the City's review and once approved, EPD will file with the County Clerk. IAernm.4greementsTnvuonmental Planning Development Solutions, In �FY22-0213.doc jm EA-7.2 (12.8.2t) EXHIBIT 'B" PROJECT COSTS AND HOURLY RATES FEES & EXPENSES EPD proposes the following fees for this CEQA analysis, based on the scopes of work defined above. Fees would be billed pursuant to the attached Provisions of Agreement. This budget assumes completion of the project within a 1-month environmental review period; if the schedule is extended beyond that period for reasons outside of EPD's control, we may request a supplemental fee to account for ongoing project management and coordination expenses. This budget does not include direct expenses, including reprographics, shipping expenses, or County Clerk fees. Task Task Name Fee Type Exemption Scenario Budget 1 CEQA Exemption Fixed Fee $4,250 2 Planning Commission and City Council Hearings NTX $1,200 3 Notice of Exemption (NOE) Fixed Fee $2,200 Total $7,650 Assumptions EPD's cost estimate identifies the costs associated with completing the proposal scope of services, including the cost of attendance at meetings, expenses, and reproduction costs. Our cost estimate is based on our scope of services and schedule, and the following assumptions: • The cost estimate is valid for up to 90 days from the date of submittal/opening, after which it may be subject to revision. • Costs have been allocated to tasks to determine the total budget. EPD may reallocate costs among tasks, as needed, as long as the total budget is not exceeded. Tasks with unexpended budget will be billed in the final invoice. • Additional review cycles or additional versions of administrative drafts of any documents beyond the assumptions contained within the scope of work will constitute additional work. HOURLYRATES List of Standard Hourly Rates Position Hourly Rate President Principal $300 - $350 Vice President of: Planning; Environmental Planning; Development; Transportation Planning; Construction Management; Engineering; Design $275 - $300 Senior Director of: Planning; Environmental Planning; Development; Transportation Planning; Construction Management; Engineering; Desi n $260 - $285 Director of: Planning; Environmental Planning; Development; Transportation Planning; Construction Management; Engineering; Design $250 - $275 Senior: Project Manager; Planner; Transportation Planner; Engineer; Environmental Planner; Associate $210 - $250 Project Manager; Associate Engineer $185 - $210 Associate: Planner; Environmental Planner; Transportation Planner $165 - $185 Assistant: Project Manager; Environmental Planner; Transportation Planner; Project Planner; Engineer $150 - $165 Project Coordinator; GIS Analyst; Drafter $135 - $150 Support Staff $85 - $135 I:IcmolAgreementslEnvironmental Planning Development solutions, Inc. FY22-0213.doc-im LEA-7.2 (12.8.21) EXHIBIT "C" WORKERS' COMPENSATION INSURANCE CERTIFICATION Every employer, except the State, shall secure the payment of compensation in one or more of the following ways: (a) By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations, a certificate of consent to self -insure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his or her employees. CHECK ONE I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers' Compensation or to undertake self- insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code § 1861). I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers' compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers' compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers' compensation insurance. I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct. Environment Planning Development Solutions, Inc. t� By: Date: V 7 Jeremy . t, Presid t/CEO I:\cmo\Agreemen[s\Fnvironmental Planning Development Solutions, Inc.. FY22-0213.doc.jm